We're here to help

Use Document Generation to create an offer from an editable .docx template when Hireology data, sender-entered values, or conditional clauses need to appear in the document. Add fields using the Document Generation field map, configure rules for variable text, and review the generated offer before sending it through DocuSign.

In this article we will cover:

• What you need before creating a DOCX offer
• How to create a Document Generation template
• How to add Hireology fields and sender inputs
• How to show or hide conditional offer content
• How to review and send a DOCX offer
• Important field behavior and common questions

What do I need before creating a DOCX offer?

Enhanced Offer Letters must be enabled for your account. The job must include an Offer Letter hiring step in its In Progress stage.

Prepare an editable .docx offer-letter template. Use your organization's approved HR and legal language. 

A Document Generation DOCX template is sent as a standalone template. It cannot be combined with PDF templates or other templates in the same packet.

How do I create a Document Generation template?

1. Go to Management and select Documents.
2. Open the Templates tab and select Create New Template.
3. Enter a template name and select Offer Letter as the template type.
4. Confirm the recipients. Candidate/New Hire is included by default. Add a Hiring Manager if a counter-signature is needed.
5. Enter the email subject and message. If you are working in a parent account, choose whether the template should be available to child accounts in your organization.
6. Select Continue to open DocuSign.
7. Upload the .docx offer-letter file to open Document Generation.
8. Confirm recipients. Add any additional recipient roles and set the signing order.

How do I add Hireology fields to a DOCX offer?

Use the Document Generation field map when adding fields to a DOCX template. This field map is separate from the classic eSignature DocuSign Field Map.

1. Open the DOCX offer-letter template in the Document Generation editor.
2. Place the cursor where the Hireology value should appear.
3. Open the Dynamic Fields glossary and select the appropriate field. If the field is not listed, use Add Field where available and enter the label as it appears in the glossary and field map (attached).
4. Repeat for each value needed in the offer, then save the template.

Common fields include candidate name, job title, location, start date, employment type, pay rate, and pay period. Use a recognized label from the Document Generation field map (attached). Label matching is not case-sensitive. A label outside the recognized list remains a manual-entry field for the signer.

How do I show or hide conditional text in a DOCX offer?

Document Generation conditional rules show or hide offer text based on a mapped Hireology field or a sender-entered field. The rule is evaluated when the offer is generated. For example, a rule can show a Sales commission clause when Job Department is Sales and hide the clause when the department is not Sales.

To create a rule based on Hireology data:

1. Select the clause or section of text that should change.
2. Select the conditional-logic control and name the rule.
3. Add the mapped Hireology field that should control the rule- see above for mapped rule creation.
4. Set the condition and choose when the selected content should appear.
5. Save the rule and preview the generated offer to confirm the expected content appears.

Use a sender-entered field when the value or decision is not stored in Hireology and must be supplied while preparing the offer. For example, the sender can choose Eligible or Not Eligible in a Bonus Eligibility dropdown. A rule can show the bonus clause only when Eligible is selected.

A sender-entered dynamic input is a specific value entered at send time. It is not unlimited freeform editing of the offer document. A rule can also use Hireology data to show a clause while a sender-entered field supplies a value within that clause, such as a commission percentage.

Hireology-driven document rules are different from DocuSign Conditional Fields. Hireology-driven rules control document content using application data. DocuSign Conditional Fields respond to recipient input, such as a checkbox, dropdown, or text entry.

How do I review and send a DOCX offer?

1. Open an In Progress candidate and select Offer Letter under Hiring Pipeline.
2. Select the template from the drop down menu. 
3. Review candidate information and recipient details. 
4. Customize reminder and expiration settings. 
5. Select Continue and then, if applicable, decide if you would like to send the offer letter and move the candidate into the offer letter step or to send without moving the candidate. 

1. Continue to DocuSign. Review the generated document, recipients, and signing order.
2. Preview the full offer. Confirm that all required values are correct and each conditional clause appears or is hidden as intended.
3. Send the offer only after all required information is accurate.

Important field behavior and common questions

Why is a DOCX field blank or not populating?

Check whether the field label is recognized in the Document Generation field map. Review the field's source and population behavior. An unrecognized label remains a manual-entry field. Compensation fields populate only when compensation prefill is enabled for the organization. Preview the generated offer to verify values before sending.

Why does Pay Rate show the low end of a compensation range?

When a job has a compensation range, the Pay Rate field shows the low end of the range.

Can I remove a field after adding it to a Document Generation template?

Fields cannot be removed once added to a Document Generation template because of a known DocuSign issue. A field is added to the document immediately. Review fields before adding them. If a field is already present and not needed, delete it or move it to the correct location before continuing.

Can I combine a DOCX offer with a PDF or another template?

No. A Document Generation offer is a standalone template. It cannot be combined with PDF templates or other templates in the same packet.

Can an internal approver review the offer before the candidate?

Yes. Add the internal reviewer as a recipient before the candidate in the signing order. Confirm recipients and signing order before sending. The candidate should receive the offer after required internal review and approval steps are complete.

Related articles

• What are Enhanced Offer Letters, and which offer-letter method should I use?
• How do I create and send a PDF offer letter with classic eSignature?
• Editing a Job's Hiring Steps